Accessing the AI builder
Select AI builder
Choose Start with AI (or click the AI wand icon in the top toolbar of an existing workflow).
How it works
- You describe the goal — for example: “When a contact fills out my website inquiry form, wait 5 minutes, then send a welcome email and an SMS with a booking link. If they don’t book within 2 days, send a follow-up email.”
- AI generates the workflow — the system creates the full workflow with triggers, actions, waits, and conditions.
- You review and refine — check each step, adjust templates, timing, and filters as needed.
- Publish — once you are satisfied, toggle the workflow to active.
Reviewing AI-generated workflows
The AI gets you 80–90% of the way there. Always review:- Trigger filters — make sure it fires only for the right form, calendar, or pipeline
- Email/SMS content — the AI generates placeholder copy; replace it with your actual messaging
- Wait durations — verify timing matches your business rhythm
- If/Else conditions — confirm the logic branches are correct
- Action assignments — check that notifications go to the right users
Editing AI output
After generation, the workflow behaves like any manually created workflow:- Add, remove, or reorder steps by dragging in the builder
- Modify any action by clicking on it and editing its settings
- Ask AI to modify — click the AI icon again and describe the change (e.g., “Add an SMS reminder 1 hour before the appointment”)
Tips for better prompts
Be specific about the trigger
Be specific about the trigger
Instead of “when someone signs up,” say “when a contact submits the Website Inquiry form.” The AI can match this to the exact form.
Include timing details
Include timing details
Specify wait times: “wait 10 minutes,” “if no response after 3 days,” “send a reminder 24 hours before.”
Mention the communication channels
Mention the communication channels
State whether you want email, SMS, WhatsApp, or internal notifications. The AI defaults to email if you do not specify.
Describe branching logic
Describe branching logic
If you need conditions, spell them out: “If the contact has the tag VIP, send a personalized email. Otherwise, send the standard welcome.”
Reference existing assets
Reference existing assets
Mention specific pipeline names, calendar names, or tag names so the AI can wire them up correctly.
Example prompts
| Goal | Prompt |
|---|---|
| Lead follow-up | ”When a contact submits the Free Consultation form, send a thank-you email immediately, then wait 5 minutes and send an SMS with my Calendly link. If they don’t book within 48 hours, send a follow-up email.” |
| Appointment reminder | ”24 hours before any appointment on my Sales Calendar, send an SMS reminder. 1 hour before, send another SMS.” |
| Pipeline automation | ”When an opportunity moves to the Proposal Sent stage, send the proposal email template and create a task for the assigned user to follow up in 3 days.” |
| Review request | ”3 days after an appointment is marked as Showed, send a review request via SMS. If no review after 5 days, send a follow-up email.” |
Limitations
- The AI cannot create custom email or SMS templates — it generates placeholder content you must customize
- Complex multi-branch workflows with more than 5–6 conditions may need manual adjustment
- The AI does not have access to your specific contact data or lists — it generates structural logic only
- Webhook payloads and API integrations need manual configuration after generation
- AI-generated workflows are always created in Draft mode — you must review and publish manually
Workflow AI uses AI credits. Each generation consumes credits based on the complexity of the request.